Administrative Assistant - Fundraising Events

Job Summary

We are looking for a detailoriented administrative support Temp to join our team with a focus on fundraising events. The ideal candidate will be highlyorganized creative and possess exceptional communication skills.

Inthis role you will be responsible for assisting with the planningcoordinating and executing a diverse range of events throughout theyear ensuring a seamless and memorable experience for attendeeswhile aligning with our brand vision to empower young people totransform their lives.

This role will report to the Director of Events and Corporate Partnerships in the United States.

What will you do

Project Management :

o Provide projectmanagement keeping track of deadlines and other critical steps inthe execution of upcomingevents.

o Liaise withvendors and other suppliers on critical deadlines including print and PR.

Data Entry & Management :

o Configure event management platform for upcoming events.

o Input andupdate donor vendor and attendee information into Salesforceensuring data accuracy andcompleteness.

o Regularly audit Salesforce data to maintain the integrity of the system.

Donor Invoices & Receipts :

o Communicatewith donors and event attendees regarding invoices or receipts ensuring timely and professional responses.

Vendor Payments & Reconciliation :

o Solicit proposals and quotes from vendors and submit them to appropriate staff.

o Processand track invoices and receipts related to fundraising events.

o Collaboratewith vendors to submit invoices for eventrelated services ensuring accurate paymentprocessing.

o Follow up with staff to ensure timely payments and resolve any discrepancies.

Email Management :

o Manage andorganize incoming eventrelated emails responding promptly and forwarding messages to relevant staff members as needed.

o Assist in creating and sending email solicitations donation requestsand event invitations to potential guestsandstakeholders.

Budget & Cash Flow Maintenance :

o Maintain andupdate event budgets and cash flow reports in coordination with the program manager.

o Monitor expenses and provide regular budget updates

Calendar & Diary Management :

o Assist fulltime staff with managing their calendars and schedules ensuring all meetingsdeadlines and eventrelated activities areuptodate.

Tax Exemption Compliance :

o Prepare and submit tax exemption forms such as ST119s ensuring compliance with relevant taxlaws to avoid unnecessary charges for theorganization.

Pre and Dayof Event Logistics :

o Coordinate hotels flights meals etc. as needed for events.

o Attendfundraising events to provide onsite support which may includechecking in guests distributing event collateral and coordinating with vendors for setup and breakdown.

o Assist with other logistical tasks as required to ensure the event runs smoothly.

General Administrative Support :

o Assist with general office duties such as filing preparing mailings and maintaining event suppliesetc.

o Provide support to fulltime event staff on various tasks as needed to ensure the successful execution of fundraising events.

Other Duties as Assigned :

o Performadditional tasks as required to meet the needs of the events and fundraising team adapting to shifting priorities and urgent requests.

What do you need to succeed

Previous experience in event planningfundraising or administrative support is preferred.

Proficiency in using Salesforce or other CRM databases is preferred.

Strong organizational skills and attention to detail.

Excellent written and verbal communication skills.

Ability to multitask and manage time effectively in a fastpaced environment.

Proficiency in Microsoft Office (Word Excel PowerPoint Outlook).

Experience with managing email campaigns or marketing communications tools (e.g. Mailchimp andCanva) is aplus.

Ability to work both independently and as part of a collaborative team.